Create a Purchase Order

Create a Purchase Order (Add Purchase Order)

What this does

A Purchase Order is used to order parts from a vendor and track shipping and receiving. Receiving a PO is what drives the “Fully/Partially Received” status.

Where to find it

Go to Parts → New Purchase Order (button: Add Purchase Order on the list page).

Page layout overview

The PO screen uses tabs:

• General: PO basics + vendor + shipping info

  Parts: PO line items and receiving actions

  Notes: internal notes
  (There is also a “Summary” tab label in the UI, but the right-side totals are shown in the Financial Summary panel.)

On the right side, Financial Summary is always visible and updates automatically.

At the top you’ll see:

• Save

  When editing an existing PO: Print and Void

Step-by-step: Create a new PO

1) General tab

Step 1 — Fill out Basic Info

In Basic Info, complete:

• Status (always set to Open)

  Order Type (required)

  Vendor (required)

  PO Date

  Order Date

  Expected Date

Step 2 — Enter Shipping Info

In Shipping Info:

Ship To

• Choose Dealer or Customer (toggle)

  Select the Lot (example: FL - USA LotName)

  Confirm or edit the shipping address fields (Address, City, State, Zip)

Shipping Details

• Select Shipping Method

  Enter Tracking # (optional, but helpful once shipped)

Step 3 — Save

Click Save to create the PO and begin adding parts.

2) Parts tab (add items + receive)

Step 1 — Add parts to the PO

On the Parts tab:

• Use the search field (“Search part by #, UPC, or description…”) to find parts

  Click Add new Part to create a part record if needed

  

Step 2 — Review line item fields

Your parts grid includes fields like:

• SubTotal

  Discount

  Part Taxed?

  Freight

  Freight Taxed?

  Total

  Qty Received

  Is Received?

  Received Date

  Remove (trash icon)

Tip: “Qty Received,” “Is Received?” and “Received Date” are how the system tracks receiving progress per line.

Step 3 — Receive parts (partial or full) - There is another article covering this in depth. Link it here. 

You have a Receive All button on the Parts tab.

Use cases:

• Receive All: marks all PO lines as received (when everything arrives together)

  Partial receiving: update receiving fields per line when only some items arrive

The PO status in the list will reflect receiving progress, for example:

• PARTIALLY RECEIVED when some lines/quantities are received

  FULLY RECEIVED when all lines/quantities are received

3) Notes tab (optional)

Use Notes for internal tracking (examples: delivery updates, vendor issues, backordered items, receiving exceptions).

Financial Summary (always visible)

The Financial Summary panel shows running totals for the PO:

• Parts

  Freight

  Discount

  SubTotal

  Tax @ X% (with Select Tax Group)

  Total

Use Select Tax Group when applicable to apply the correct tax rules.

Print and Void (existing POs)

When editing an existing PO, you may see:

• Print: prints the PO

  Void: voids the PO (typically permission/status dependent)

What happens next

• New POs appear in the Purchase Orders list immediately.

  As items are received on the Parts tab, the PO status updates (Partially/Fully Received).

  Received items typically affect inventory availability based on your system’s receiving rules.

Common issues & quick fixes

Vendor shows N/A on the PO list

• The PO may be missing a vendor selection (common if the PO was started but not completed).

PO shows Partially Received but we received everything

• Open the PO → Parts tab and confirm every line has correct Qty Received, Is Received?, and Received Date values.

Receive All is disabled or doesn’t do anything

• Confirm the PO has line items and you have permission to receive.

Totals look off

• Review Discount, Freight, and whether tax group is selected.

Related articles

• Parts Inventory

  Add Part

  Part Adjustments

  Reports & Charts (Parts)